Terms & Conditions

CODE OF CONDUCT – FOR PARTICIPANTS

  •  Gymnasts should listen carefully and follow the instructions of the coaches at all times.
  •  Gymnasts are requested to train in suitable gymnastics attire, Gymnasts should wear comfortable clothing to allow freedom of movement while at the same time not being open, loose or floppy for safety reasons.
  •  Gymnasts are required to be polite and considerate of others at all times.
  •  Gymnasts are not permitted to wear Hoodies or Zip jackets whilst training for safety reasons.
  • Sweatshirts can be worn during training.
  •  Training commences promptly and gymnasts should be on time to start with the rest of their group.
  •  Gymnasts are required to arrive and depart from the gym suitably dressed, i.e. A coat in winter
  • months.
  •  Gymnasts are not allowed to wear any jewellery during training sessions (this includes body rings /
  • bars, nose studs or small stud ear-rings). Any that cannot be removed are required to be taped up
  • prior to commencing the session.
  •  Gymnasts are asked to pay attention to their own personal hygiene, ensuring both they and their
  • clothes are clean.
  •  Gymnasts may be suspended from training or permanently expelled should it be known that they
  • bully other gymnasts or swear during training.
  •  Gymnasts should maintain good standards of behaviour at all time, anyone deemed to breach good
  • standards of behaviour by any coach will be suspended from training or permanently expelled.
  •  Gymnasts of all ages must be brought into and collected from the gym by a responsible adult.
  •  Gymnasts must not arrive at or leave the gym without the presence of a responsible adult.
  •  Gymnasts must never train on gymnastics equipment in the absence of a Qualified coach (unless
  • given permission to do so) Gymnasts should not climb on any equipment surrounding the floor area.
  •  Gymnasts must not train if they are unfit to do so.
  •  Gymnasts should train barefoot unless there is medical reason. If there is a medical reason, this
  • should be brought to the attention of the Coach in Charge at the start of the class.
  •  Gymnasts requiring the use of an inhaler must have it clearly marked with their name on. It should be
  • handed to their Coach to be kept in the gyms First Aid draw.
  •  Gymnasts are not allowed to use their mobile phones, tablets or any other mobile devices during the
  • session unless permission has been given by the Coach in charge, any brought into the gym are done
  • at a gymnasts own risk and should be put away at all time in gymnasts bags.
  •  Gymnasts are prohibited from recording or photographing in the gym unless they have been given
  • permission to do so from the Coach in charge.
  •  Gymnasts must agree to abide by the guidelines laid out in the Members Handbook in relation to
  • social networking, failure to do so will be a breach of this Code of Conduct.
  •  Peterborough Gymnastics Academy cannot be held responsible for lost or stolen items (including all
  • mobile devices). It is advisable for items of clothing to be labelled with the child’s name.


Terms and Conditions

Commitment

The Academy expects every member, parent/guardian and member of staff to be committed in each and every task they undertake. To be committed is to have a clear goal of what you want to achieve and have a personal investment in reaching that goal. A part of being committed is to know and accept what the situation is, our own personal starting point and what the development steps might be.

Through giving 100% commitment to each task, each of us can achieve our personal goals and work towards being the best we can be. In this way we can promote a ‘can do’ culture.

Ownership & Responsibility

100% commitment is more likely to be achieved when each of us take ownership of what we are trying to do and only by taking ownership can individuals truly take responsibility for their actions and achievement. Ownership and responsibility for our actions is based on developing honest, open and trusting relationships.

  •  Directors will take ownership and responsibility for, the strategic development and governance of Peterborough Gymnastics Academy Ltd in their individual areas of expertise. In doing so, staff will act in an honest, professional and transparent manner, always putting the needs of the Academy and its gymnasts first.
  •  The coaches’ responsibility is to provide a challenging gymnastics environment, through setting appropriate targets for gymnasts and enabling them to achieve these targets by supplying the best technical advice. In order to do this the coaches must take ownership of their coaching and the need to continuously develop their professional coaching skills.
  •  Gymnasts need to trust their coaches to provide the most appropriate gymnastics program, to give honest advice in order to help them (the gymnasts) reach their full potential. The gymnasts need to take ownership for their own behaviour both in the way they train and the way they perform. This requires gymnasts to take responsibility of their attitude towards training and agree to give 100% commitment in their gymnastics classes. For example, gymnasts demonstrate their commitment by ensuring they are appropriately dresses and ready to train with a can do attitude. Gymnasts are responsible for the physical condition in which they arrive at the gym so that they can get the best possible development from the session.
  •  Parents are responsible for ensuring their child arrives on time, appropriately dressed and equipped to complete their session.
  •  We ask all parents/ guardians to ensure they are up to date with all upcoming dates to remain aware of closures or changes to their child’s gymnastics session, these are communicated via email.
  • We require everyone to understand their individual ownership and responsibilities, to ensure a friendly and safe environment is created in which all of our members can achieve personal success through higher levels of organisation and discipline.

Our Staff

Peterborough Gymnastics Academy Ltd is made up of a board of Directors and has a team of coaches supported by a pool of volunteer coaches and helpers. All our coaches are DBS checked, trained in safeguarding and protecting children and hold various different Coaching Qualifications that are all recognised by British Gymnastics.

Currently the Board of Directors are:

Zoe Manning – Director and Head Coach

Caroline Hall - Director and Coach

Jodie Jarvis - Director and Coach

Do parents have to stay on site?

Parents are not permitted to remain in the gym other than during designated parent viewing weeks or on their child’s first session. Unfortunately we do not have the space without losing the use of a piece of equipment and we find that having parents, guardians or siblings in the gym can at times cause distractions to gymnasts.

Please ensure that any siblings that are on site while the session is in progress are prohibited from using or playing on any equipment and do not use the outside park area, they are required to be suitably supervised at ALL times. The Academy will not accept any liability for injuries caused to children in the public areas both of members and non members.

NO gymnast under the age of 18 is to arrive at the gym or leave the gym building alone at the end of the session; parents must ENSURE that their child is dropped off and collected by an adult known to the coaching staff.

Use of toilets

Parents of gymnasts are reminded to check their child has been to the toilet before their class starts. Gymnasts whom participant in 2 hour sessions will be offered a toilet break midway through the session and chaperoned to the toilet facilities. This will also be the case should any child need the toilet during any of our sessions.

No participant, regardless of age is allowed to leave the gym without a coach’s permission.

Medical Conditions / Disabilities

Any medical condition, learning disability or attention disorder must be disclosed on the Registration gymnast’s Form and parents should speak to the Head Coach to ensure that all of the coaches are aware of any adaptations / risks which need to be considered. Participants with a disability who require one to one support will need to provide a carer, who will be led by the coaches within the class. Down’s Syndrome gymnasts will require an Atlanto-Atlas screening prior to starting their class. All Parents/ Guardians are responsible for disclosing any medical condition or injuries their child suffers from. Gymnasts who require the use of an inhaler are to provide a labelled spare to be kept in the gyms first aid draw.

Clothing and General Standards

All gymnasts work in bare feet and wear a leotard or shorts/leggings and t-shirt. Other items such as jeans, skirts, school wear or combat trousers are not suitable for any part of the session.

Verruca’s should be covered by a waterproof coating and secure plaster, swim sock, or suitable non-slip gym / dance shoes. Socks are not suitable, as the gymnast will likely slip on the apparatus. All piercings, jewellery and watches need to be removed before the start of the class. It is not the coach’s responsibility to look after any valuables.

If your child has had sickness and diarrhoea please do not bring them to their training session until symptoms have not been apparent for 48 hours to prevent risk of infection to others.

If your child has been treated for head lice please advise a member of staff. If a case of head lice is discovered a letter will be sent home with children and the parents of the session informed to check their children’s hair.

Please ensure that all long hair is tied up in a tidy manner.

The Academy has its own kit which includes t-shirts, jumpers and leotards which can be order by using the appropriate form available in gym or via the website. Please ask a member of the coaching team.

Valuables

Any items of value brought into any area of the gym is done so at the users’ own risk as we cannot accept liability for any personal belongings being lost, stolen or damaged on site or within the gym.

Lost property

While we cannot take responsibility for any property which is lost, stolen or damaged in the gym, any lost property we do find will be kept in the lost property box. At the end of each term any unclaimed lost property will be donated to a local charity shop.

Dropping off & Collection your child

Parents/Guardians are responsible for their child until handing them over to the coach at the start of the class. Children must not be left alone before the start of the class. Children are expected to be on time for all sessions.

Parents/Guardians are expected to collect their children on time from inside the gym. If you know that you are going to be late collecting your child for any reason you must contact the Academy as soon as possible. Also if for any reason another adult will be collecting your child, please let this be known to your child’s coach in advance.

If your child is regularly late for sessions, this may result in their place being withdrawn.

Car Parking

Cars are left at owners’ own risk. Strictly NO parking by parents is allowed inside the centre forecourt without prior permission. There is to be NO parking obstructing other vehicles or access areas or garages to the neighbouring properties. Please avoid using the car park with the garages opposite the centre and use parking available that runs alongside the centre’s main building where possible. Please respect the local residents and their access points so that relationships between the Academy and its local residence are not compromised.

Speaking to your Coach

You must not try and speak or distract a coach who is actively coaching, if you need to speak to a specific coach then please speak to the coach in question before the session starts or once it has finished. If it is a minor issue and you are not able to speak to the coach, please contact the Academy Secretary and leave a message for the coach. If you need to have a longer discussion with the coach, please email the Academy secretary to arrange a meeting with the coach.

Coaches are not permitted to give out personal mobile numbers. Parents/guardians should not contact coaches in this way. Any contact with coaches should come through official Academy channels.

Transferring Classes

We understand that situations and schedules change from time to time so you may need to change the class that your child attends. Unfortunately we cannot guarantee that we will be able to accommodate your child in another class therefore you may be placed on a waiting list for your preferred class. However, we will do our upmost to accommodate them. Please speak with the Head Coach or email on peterboroughgymnasticsacademy@gmail.com if you require to make changes to your child’s class.

Discipline in classes

The gym is used by a large number of gymnasts and in order to maintain a safe environment, it is important that gymnasts to listen and follow the instructions of the coach.

Gymnasts who mess around, disrupt the session or attempt to perform moves that they have been asked not to and/or are not prepared for (for example performing a somersault in a beginner’s class) present a very real danger both to themselves and to others. Peterborough Gymnastics Academy works a three strikes policy. If there are repeated instances of misbehaviour or a serious incident of misconduct then the gymnast will receive a first warning and sit out of the class. Continued misconduct will result in a verbal warning about the gymnast’s behaviour with the parent/guardian. If behaviour still continues to be deemed unacceptable after the second warning, gymnasts will be asked to leave the Academy.

Healthy eating

Peterborough Gymnastics Academy operates a healthy eating policy, if your child wishes to bring a snack into the gym please ensure that it is of a healthy nature i.e. A piece of fruit. Please ensure that you child brings a bottle of water (squash is permitted but no fizzy drinks) with them to each training session. All Gymnasts are to eat/drink at the designated area and are responsible for leaving no rubbish within the gym.

Payment Information

A payment of £20.00 for Affiliation and Membership is required every year in September for existing members or upon the acceptance of a place for new members. British Gymnastics now require you to make the payment for insurance, directly to them due on the 1st of October each year.

Sibling discount is 10% of the price of the second child. Additional hour rates available upon request.

Payments for monthly fees will be taken using our online system, you will be required to pre authorise the payment so that on the 1st of the month the payment will be requested from your account. Payment clearance varies upon which day the 1st of the month falls upon and the individual provider you bank with. Generally payments clear within 5 working days.

Non payment

Your monthly fees are due on the 1st of every month, including during holiday periods. Any missed payments could result in your child losing their place within their class. Fees are due regardless of holidays being taken out of gym closure weeks. The Academy is only closed 7 weeks a year and these are calculated into the monthly fees already.

Major Injuries

If your child has a significant injury, such as a broken bone, that has occurred away from the gym then the monthly fees are reduced to 50% and the place will be held for your child’s return. Gymnasts with injuries should discuss the implications for their training program with the personal coach in the first instance. In the majority of cases the expectation will be that the gymnast will continue to attend sessions in order to maintain physical condition and to perform any prescribed physiotherapy rehabilitation work.

Administration

If you have a change of circumstances (specifically address, emergency contact details or a change to your child’s medical condition) please log onto your child’s online profile and amend the details that have changed.

If a gymnast is going to be absent from a session, please contact the Academy to let us know.

If a gymnast decides to leave the Academy, 30 days’ notice must be provided in writing to the Academy in order for the necessary actions to be taken to end your fee account. Should sufficient notice not be given the following month’s fees will still be payable.

We will communicate in writing and give a sufficient notice period of any changes with respect to Academy fees.

We will communicate in writing and give a sufficient notice period of any invitations to change group.

How will the Academy communicate with me?

There are a range of ways in which we will communicate with you. Firstly there is the member’s handbook, which provides all the key information for parents/ guardians. We will email, phone or distribute a letter to the gymnasts to communicate upcoming dates and events.

We will keep you updated with news and information using newsletters, updates to the Academy’s website, and via the Academy’s Facebook page. We will also put posters up on the noticeboards in the gym for parents to view. The majority of correspondence will take place via email. Please ensure you keep us up to date with changes to your email addresses to ensure you receive all new information/ correspondence.

How can I communicate with the Academy?

There are a range of ways in which you can contact us. For general enquiries you can email us at: peterboroughgymnasticsacademy@gmail.com or phone on: 07715412183 or 07715412084 between 9.00-20.00. Please leave a message on our answer-phone and we will call you back. We will endeavour to respond to all enquires within 48 hours. If you need to speak to your child’s coach, please follow the guidelines set out in this handbook. Inappropriate personal contact of coaches by gymnasts, parent/guardians or volunteers and vice versa is taken very seriously by the Academy and may result in disciplinary action being taken.

Social Networking

Should a gymnast in the Academy request to become a named friend on a coach’s Social Networking Page then the coach will decline this request. This is in order to safeguard our coaches and members from inappropriate communication that could result in disciplinary concerns for both coach and gymnast/parent/guardian.

Social networking sites should never be used as a medium by which to abuse or criticise the Academy, its members, Academy staff and to do so would be in breach of the Academy’s Code of Conduct.

Any breach of these guidelines and Code of Conduct may result in disciplinary action.

Peterborough Gymnastics Academy believes that Facebook/ Twitter are fantastic ways to communicate with our members and to demonstrate the fantastic work that our members do with the greater community. While there are many positive aspects of using social media to communicate, we are aware that there are potential safeguarding concerns which stem from the improper use. To keep our members, Parents/ guardians and coaches safeguarded, we ask that any correspondence is done only via our official pages. Please note that all Peterborough Gymnastics Academy communication will be via the official Facebook site, official newsletter and email.

Peterborough Gymnastics Academy follows The British Gymnastics Code of Good Practice, which is available online at www.british-gymnastics.org

General Comments and Compliments procedure

We love to receive any comments or hear your opinions on the Academy. Please email your thoughts and comments to one of the Directors. We look forward to hearing from you. If you have any concerns we will work to address these as soon as possible. We also have a testimonial section available on our website for parents to submit their experience/ or their child’s experiences within the Academy.

Specific Concerns/Complaints Procedure

If you have specific concerns with respect to an activities within the Academy, in the first instance you should speak with your son/daughter’s coach using the advice in the ‘speaking to your coach’ section of this handbook.

Please do not attempt to engage the coaching staff during training sessions. In some cases it may not be possible to catch a coach before or after the session, as they may have another session to coach. In this instance, please leave a message for the coach. They will then call you within that week, if it is an urgent matter please state this in the message.

If you remain unhappy with the response from your child’s coach, please put your concern in writing to the Academy Directors. Thereafter if your concerns have not been resolved to your satisfaction, it will be dealt with through the Academy’s complaint and grievance procedure.

Copies of our complaints and grievance procedure are available upon request, please email the Academy Directors who will be happy to send you one.


Use of Prohibited Substances

Peterborough Gymnastics Academy supports British Gymnastics and UK Sport’s stances on the use of performance enhancing drugs.

Further information can be found on the British Gymnastics website at:

www.british-gymnastics.org

Child Protection & Health and Safety

The safety and welfare of children and vulnerable adults in the Academy is a primary concern for Peterborough Gymnastics Academy. If any of our members or parents/guardians have any welfare concerns, they should contact one of our Academy Welfare Officers. Welfare Officers will liaise with the Director to investigate any welfare concerns and work to directly implement any resolutions. In order to effectively investigate and resolve welfare issues, parents/guardians are expected to maintain confidentiality around any welfare investigation. The Welfare officer takes advice on matters from British Gymnastics or Regional Officials.

Welfare officer: Jodie Jarvis

Email Address: jodiejarvis85@hotmail.com

The contact details of the Welfare Officers can be found on the noticeboard in the gym and on the Academy website.

Child Protection

We are committed to ensuring the safety and welfare of our members, coaches, volunteers and parents. We will do this by:

• Abiding by British Gymnastics Health, Safety and Welfare guidelines

• Abiding by British Gymnastics guidelines for the Protection of Children and Vulnerable adults

• Appointing a Welfare Officer at all times to whom grievances and complaints can be made confidentially. • Ensuring the staff are suitably trained in Child Protection, Health, Safety and Welfare issues and hold an enhanced Criminal Record Bureau check.

• Ensuring that grievances or complaints are dealt with promptly and in accordance with the grievance procedure

• Ensure coaches’ qualifications are adequate and up to date.

• Ensuring that a minimum of two responsible coaches are available at all training session and events

• Ensuring that participants and/or parents are aware of the purpose of videoing, filming or photography during training or events

• Having a zero tolerance policy against poor practice, bullying or any form of abuse


Duty of Care

A coach takes on certain responsibilities while your child is in our care. This may include: • Holding a responsibility for their care and well-being during training

• Safe dismissal after training

• Providing first aid

• Providing/consenting to emergency medical treatment

• Chaperoning

Our Duty of Care starts from the time your child is delivered to the coach and lasts until your child is returned to a parent or other responsible adult appointed by yourself. Under no circumstances should children be dropped off/picked up for sessions in the car park or outside of the gym.

Please note that parents are responsible for the safety of any children not taking part in gymnastics.

Photography

We do not publish any images or videos without consent from the gymnast concerned (or in the case of a child from their parent or guardian). This is gained as part of our registration process on the contact form. Personal information of the individual, other than their first name and their Academy/class will not accompany the image. Photos are only used on social media/ noticeboards and our website if prior consent has been given via the gymnasts online registration form.

Evacuation

In case of a fire or any other emergency gymnasts participating in a session will be evacuated by their coach under no circumstance must a parent evacuate their child under the responsibility of a coach as not to cause panic or disorientation to others.

Parents and children under their supervision must evacuate the building and assemble in the car park area and await instruction from the coach in charge.

Volunteering Volunteer Roles

The Academy relies heavily on the dedication and commitment of volunteers. Below are just a few of the roles that volunteers are currently involved with:

• Welfare Officers

• Coaching

• Judging at Regional and National competitions

• Fundraising for the Academy

If you would be interested in volunteering, please email on: peterboroughgymnasticsacademy@gmail.com.

Full/ appropriate training is required to be undertaken, providing the criteria is met for the specific voluntary role you are interested in.

By confirming you have read and understood this document, you are agreeing to Peterborough Gymnastics Academy's terms and conditions and agreeing on behalf of your child that they understand the gymnasts code of conduct and they will adhere to the above.